25th Anniversary Party Checklist

A 25th anniversary needs more than a guest list and a cake. This checklist takes you from confirming the date and venue to welcoming guests, serving the buffet and testing the presentation. It also covers details that are easy to leave too late, such as dietary requirements, chilled drinks, hired furniture, photo displays and microphone checks. Work through the plan in order, then use the separate task and supplies lists to track what still needs doing.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Compile the guest list
2 people
Confirm location and date
Send invitations
2 people
Process registrations
Collect dietary requirements
Order catering and cake
Plan music and speeches
2 people
Collect photos for presentation
2 people
Print the program
Check the shopping list
2 people
Do the shopping
2 people
Pick up rental items
2 people
Chill drinks
2 people
Prepare vegetables and fruit
2 people
Prepare snacks
3 people
Prepare buffet dishes
3 people
Set out cakes and desserts
2 people
Set up tables and chairs
4 people
Set up the buffet and bar
3 people
Lay out crockery and cutlery
2 people
Hang decorations
3 people
Set up the photo wall
2 people
Test music and presentation
2 people
Check toilets

Event

Staff the reception desk
2 people
Welcome guests
2 people
Serve welcome drinks
3 people
Serve snacks
3 people
Guide speeches
2 people
Open the buffet
2 people
Refill buffet
3 people
Refill drinks
2 people
Cut and serve cake
3 people
Manage the gift table
Remove waste regularly
See Guests Off
2 people

Aftercare

Take down the decorations
3 people
Wash dishes and kitchen equipment
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Store leftovers safely
2 people
Take out the trash
2 people
Return rental items
2 people
Collect lost items

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Beer tablesqty 6
Chairsqty 55
Buffet tablesqty 3
Gift table
Coat racksqty 2

Tableware

Dinner platesqty 60
Dessert platesqty 60
Water glassesqty 70
Wine glassesqty 60
Coffee cupsqty 60
Cutlery setsqty 60
Serving utensilsqty 12
Carafesqty 8

Decorations

Balloonsqty 100
Balloon arch
Anniversary banner
Table runnersqty 8
Flower arrangementsqty 6
Photo backdrop
Photo framesqty 12

Lighting

String lightsqty 6
LED candlesqty 20

Equipment

Bluetooth speakerqty 2
Microphone
Projector
Projection screen

Kitchen

Coolersqty 4
Hot traysqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Serving plattersqty 10
Mixing bowlsqty 4

Cleaning

Broom
Dustpan and brushqty 2
Mopqty 2

Catering

Groceries

Tips

Confirm the venue, date and guest list before sending invitations. Leave enough time to process replies and collect dietary requirements before you place the catering order.
Plan speeches, music and the photo presentation together. Test the Bluetooth speaker, microphone, projector and screen before guests arrive, and keep a printed programme available as a backup.
Do not leave drinks and buffet preparation until the last hour. Chill drinks in coolers early, prepare fruit and vegetables ahead of time, and allow a separate window for finishing hot dishes.
Set up the room in zones: tables and chairs first, then the buffet and bar, followed by the gift table, coat racks and photo backdrop. This prevents decoration from getting in the way of furniture movement.
Reserve the final 30 minutes for checks rather than new jobs. Confirm the toilets, lay out plates, glasses, cups and cutlery, test the presentation again, and make sure someone is staffing the welcome table.

Frequently asked questions

How far in advance should I send 25th anniversary invitations?: Send invitations around 6 to 8 weeks before the celebration. Set the RSVP deadline about 2 weeks before the event so you can confirm numbers, dietary requirements, catering and seating.
When should I order catering and the anniversary cake?: Place the catering and cake order as soon as the date and venue are confirmed, preferably at least 3 to 4 weeks ahead. Finalise quantities after the RSVP deadline, allowing extra portions for popular buffet dishes.
How many drinks do I need for a 25th anniversary party?: For the first hour, plan on 2 to 3 drinks per guest, then about 1 drink per person per hour. Add water and non-alcoholic options, and chill drinks several hours before guests arrive.
How early should I set up the anniversary party venue?: Allow at least 3 hours for setup when you need to place furniture, hang decorations, arrange the buffet, prepare food and test music and presentations. Finish the main room setup 30 minutes before arrival for final checks.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.